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Remote Administrative & Bookkeeping Lead (QuickBooks)
This a Full Remote job, the offer is available from: Anywhere
Job Summary:
We are seeking a reliable, detail-oriented, and growth-minded Remote Administrative & Bookkeeping Lead to support and manage core office operations for a construction cleaning and maintenance company. This role will handle client onboarding, billing, bookkeeping, and daily administrative coordination while working closely with ownership. The ideal candidate is a strong bookkeeper with leadership potential who can own processes, manage financial workflows, and grow into a broader office management and operations leadership role as the company expands. This is a key leadership position, starting as a hands-on administrative and bookkeeping role with a clear path toward increased responsibility, including operations oversight and team coordination.
Key Responsibilities:
Bookkeeping & Billing (Core Focus)
- Create and manage invoices for clients using QuickBooks or similar accounting software.
- Handle Accounts Receivable (AR), Accounts Payable (AP), collections, and payment tracking.
- Perform bank and account reconciliations.
- Prepare daily, weekly, and monthly financial and operational reports.
- Maintain accurate and organized financial records.
Administrative & Operations Support
- Onboard new clients and maintain client records.
- Coordinate office and administrative tasks related to cleaning and maintenance operations.
- Create proposals, estimates, and basic documentation.
- Support scheduling, coordination, and communication between maintenance teams and office operations.
- Communicate with clients and internal teams via WhatsApp, email, and phone.
- Maintain tracking documents using Google Sheets and internal systems.
- Maintain organized workflows and task tracking across platforms (ClickUp, Jobber, etc.).
- Act as the primary administrative and bookkeeping point of contact for the company.
- Take initiative in improving processes, organization, and reporting.
- Perform other tasks related to the position.
Qualifications & Requirements:
- Excellent English proficiency (written and spoken).
- Excellent Spanish proficiency (written and spoken).
- Strong interpersonal and phone communication skills with cross-functional teams and clients.
- Strong bookkeeping experience, including invoicing, Accounts Receivable (AR), Accounts Payable (AP), reconciliations, billing, collections and reporting.
- Prior experience in administrative, bookkeeping, office management, or operations support roles.
- Previous experience in leadership roles.
- Comfortable working with accounting software QuickBooks.
- Experience with CRMs or task management tools (ClickUp, Jobber, or similar preferred).
- Highly organized, detail-oriented, and reliable.
- Strong sense of ownership, accountability, and leadership mindset.
- Excellent Email etiquette.
- Out-of-the-box thinker, reliable, and professional.
- Proficiency with Google Sheets and basic reporting.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Sound judgment and the capacity to comprehend and execute instructions promptly with minimal supervision.
- Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.
Compensation & Benefits:
- 100% remote work.
- Compensation in USD.
- Full-time position with 40 hours weekly.
- Great work environment with potential for growth to leadership roles.
